May 27, 2015

Educational programs of the Texas A&M AgriLife Extension Service are open to all people withoutregard to race, color, sex, disability, religion, age, or national origin. The Texas A&M UniversitySystem, U.S. Department of Agriculture, and the County Commissioners Courts of TexasCooperating.

Dear Bell County 4-H Member,

Great job on wanting to run for a Bell County 4-H Council Officer! A Council Officer

is a 4-H member between 8-18 years of age (3rd - 12th grade). This handbook will

cover just a few things before you get started on this adventure!

➢ Council Officers Commitment

➢ Council Bylaws Information about Officers

➢ Council Officers Election Process

To run for an officer position an “Intent to Run” form must be filled out and be

turn into the Bell County Extension Office by May 20, 2015 with NO

EXCEPTIONS. ***Remember! You must have 1 of your parent/guardians sign

the form.

~~~ ELECTIONS will be held on MAY 27, 2015 at the CEO. ~~~

Council Officers Commitment

Being a Council Officer is a lot of work!! County Council Meetings are notjust the only things an officer does. There are meetings, trainings, andevents that are required and encouraged of an officer to commit to. Beloware a few of the events we ask that the officers take part in.

Event Month Held

District Leadership Lab (President and 1st VP)

July 4th Activities and Prep

Rec Day Camp

Awards Banquet Prep

4-H Banquet Attendance

County Council Officer Training

Open House

Club Officer Training

Hunters Spectacular

One Day 4-H

BCYF- Auction Help

Volunteer Appreciation Night

County Council Meetings

Community Service Projects

Committees:

Banquet – All Officers

MAB Meetings (President and 1st VP)

MAB Finance Meetings (Treasurer)

Open House (Public Relations)

June

June & July

July

May, June, July, & August

August

August

September

September

October

October

February

April

September, November, January, March, and May

TBA

-------------

TBA

August, October, January, and May

TBA

TBA

Council Bylaws Information about Officers

On the next few pages you will find the section of the Council Bylaws that includes officers.Please read it carefully to understand the officer position(s) you would like to run for.

OFFICERS: The officers of the council shall be a president, first vice-president, secondvice-president, secretary, treasurer, parliamentarian, public relations, reporter and 2recreation leaders. The offices of president, first vice-president, and second vice-president shall be held by 4-H members who have passed their 14th birthday, but not their18th birthday on or before August 31 of the 4-H calendar year. The officers of the councilshall constitute an executive committee. A council officer who misses any meetingswithout a reasonable excuse will be replaced by the council executive committee.

TERM OF OFFICE: Officers shall be elected annually. Officers shall serve for a term ofone year beginning in August and shall not be eligible for the same office thefollowing year. Any person appointed to fill an unexpired term may be eligible for thesame office the following year. Any officer position that becomes vacant shall be filled bysomeone appointed by the council executive committee. Officers will officially be installedat the Bell County 4-H Banquet in August.

DUTIES OF OFFICERS: The following are the duties of the council officers:

DUTIES OF ALL OFFICERS: Arrive at 6pm to go over duties for meeting and greetmembers as they come in. Perform all duties prior to meeting. DO NOT miss anymeetings!!! Be actively involved in all county functions sponsored and planned byCounty Council. Dress and participate in themes.

DUTIES OF THE PRESIDENT: Prepare an agenda for the meeting after consultingagent and advisor. Assign pledges before meeting. Conduct County CouncilMeetings. Communicate to officers their responsibilities for each meeting and forother activities. Make sure all officers are fulfilling their responsibilities.Communicate to officers about the monthly council theme. Serve on the MembershipAdvisory Board (MAB) with club managers. Keep track of officers attendance.

DUTIES OF THE FIRST VICE-PRESIDENT: Assume the responsibilities of thepresident if the president is absent. Provides reminders to predetermined projectleaders of their community service project obligations. Help community serviceproject leader with community service projects sponsored by County Council. Serveon the Membership Advisory Board (MAB) with club managers.

DUTIES OF THE SECOND VICE-PRESIDENT: Assume the responsibilities of thepresident if the president and 1st vice-president are absent. Greet members andguests, make them feel welcome at meetings. Collect all county council delegateforms at meeting. Assist the Recreational Leader(s) as needed.

DUTIES OF THE SECRETARY: Take roll of each club at meeting. Take minutes at eachmeeting. Help the Reporter with notes and minutes for report to County ExtensionOffice (CEO). Give report of minutes at each meeting. Write thank you notes tospeakers or any other correspondence needed.

DUTIES OF THE TREASURER: Give Financial Report at each meeting. Serve on theMembership Advisory Board (MAB) Finance committee with club managers andleaders.

DUTIES OF THE PARLIAMENTARIAN: Help President keep the meeting runningsmoothly. Help get attention of audience when it gets loud. Help keep attentionduring games to hear better. Read a parliamentary procedure fact at each countycouncil meeting.

DUTIES OF THE REPORTER: Take notes at each meeting. Type up notes and email toCounty Extension Agent after each council meeting (must be completed by Fridayafter council meeting). Write and complete at least 1 report to go in newspaperabout county council. Conduct and lead Club Reports at each meeting by calling outthe name of each club for club reports. Make sure they read loud and clear.

DUTIES OF THE PUBLIC RELATIONS: Help make fliers and other information aboutactivities for newsletter. Communicate to members and officers about the monthlytheme. Write and complete at least 1 report to go in newspaper to publicize an eventsponsored by the Council. Take pictures at council meetings and events, and compilean overall slide show for the Awards Banquet.

DUTIES OF THE RECREATION LEADERS (2): Provide recreation for each countycouncil meeting - 1 ice breaker and 1 recreation game. Provide recreation atsponsored county council events. Keep the members excited about county council.

MEETINGS: Meetings dates, times and venues of this organization shall be determined bythe Executive Committee at the Council Officer Training.

Council Officer Election Process

Council Officer Election process will consist of 3 parts:

1. 2 Minute Speech (in front of voting delegates and judge(s))

2. Vote by Voting Delegates

3. 5 Minute interview (in front a panel of judges)

Explanation of Process:

2 Minute Speech: The Candidate will give a 2 minute speech about running for

office. The Speech will be given to the voting delegates and a judge(s). The judge(s)

will rank the set of candidates from 1-10 with 1 being the best and 10 being the least

best (if less than 10 candidates or more than ranking will be little or bigger- ie- 1-6

or 1-12). Items to include in speech and items evaluated will be:

o Speech Structure (Introduction, Body, Conclusion)

o Speech Delivery (Confidence, Well organized, Language-Body and Speech)

o Content should include:

Name

Club

Years in 4-H

Previous Leadership Experiences

Why do you want to run for office?

Why would you be a good officer?

Vote by Voting Delegates: Voting Delegates will vote and rank the Candidates from

1-10 on an online voting system. (1 being the most wanted as an officer and 10 being

the least)- Voting Delegates will be checked at the door to make sure they are voting

delegates and represent their club. Online voting will take place in the Board Room.

An average/mean ranking will be given that will give the Candidate a score.

Interviews: Candidates will give a 5 minute interview to a set of judges. They will

be evaluated by the panel of judges and will be ranked from 1-10 with 1 being the

best and 10 the least best. (Same as speech). Candidates will be evaluated on Speech

Structure, Delivery, and Content/Response to the Questions. Some questions include

but are not limited to:

o Why do you want to be a county council officer?

o What is the process to make a motion and vote on it?

o How do you think the County Council would benefit from your leadership?

o What does it mean to you to be a county council officer?

o As a part of the Council Executive Committee do you believe that teamwork

is important? Please give a short explanation.

o Summarize your most significant 4-H leadership responsibilities (offices

held, leadership or citizenship activities, etc.).

o Summarize your involvement in church, school, community and other youth

or civic organizations.

Calculation of Results:

1. The Candidate with the lowest score will receive the top position UNLESS they are

not running for that position on the Intent to Run Form. If they are not running for

that position, they will receive the next highest position they are running for. (For

Example: If Candidate 3 receives the lowest score and is only running for Vice

President and not President, then they will receive Vice President and the next

lowest score that is running for President will receive President.)

2. If in an event there is a tie of scores then the 1st tie breaker will be the vote, 2nd

interview, 3rd speech.

3. Calculation of Results will take place in the Board Room. The Advisors will tally the

scores on an Excel Sheet and give results to President to announce.

Tentative Schedule of the Council Meeting/Officer Elections:

6:30-6:45pm: Sign In/Meeting

6:45-7:05pm: Speeches

7:05-7:15pm: Voting by Voting Delegates

7:05-7:40pm: Interviews

8:00pm: Election Announcements

NOTE: If a candidate is not able to attend the election, then a videoed interview with the

questions and answers above may be given as well as a speech with the content above may

be given on video. Videos must be submitted no later than 12 noon on the day of Election.

Videos must be either on a flash drive or put on YouTube with a link emailed to the

advisors.

Council Advisors

Sheryl RaleyBell County 4-H

Youth and Development Agent254-933-5305

siraley@ag.tamu.edu

Dawn BrownBell County 4-HCouncil Advisor254-231-8252

bellcounty4hcouncil@ymail.com